Overview
Administrative Coordinator – AP & Vendor Management Jobs in Gilbert, AZ at EcoShield Pest Solutions
Our Chicago, IL office is seeking candidates for a blended Administrative and Marketing Assistant role. This full-time position will provide administrative assistance to a team of several professional staff members in the Tax and Audit department as well as the Business Development, Marketing and Communications team, including Partners and Associate Partners.
This highly demanding position requires a positive, self-motivated individual with superior organizational skills, ability to work within deadlines and execute multiple tasks simultaneously to ensure a high level of professional standards. You will promote our corporate branding, design internal and external communications, and support on various business development tasks.
Given the various deadlines associated with our Tax and Audit service lines, certain times of the year may have greater emphasis on administrative responsibilities. However, the role is designed to be a 50/50 split, especially when major marketing projects are ongoing.
What you will do:
Administrative Assistant Duties:
Format and bind financial statement reports; prepare signed, secured PDFs
Process client PDF copies of Corporate, Partnership and Individual income tax returns
Copy documents, send fax messages, and mail receipt and delivery notices
Process incoming and outgoing Federal Express, certified mail, and other courier packages
Word processing duties, including composing memos, letters, emails and other correspondence with little or no guidance
Scan forms, reports, and correspondence into a PDF format
Setup client and financial folders on the company’s network system
Maintain client databases, including the update of contact information, setup of new projects, and maintenance of tax due lists and printing of such reports
Assist with preparing and electronic mailing of client invoices monthly
Maintain billing files and answer invoice-related inquiries from clients with the help of the billing manager
Provide professional switchboard telephone support, including answering, directing and screening calls
Maintain electronic and paper filing system
Perform internet research, as needed
Assist with internal meetings, events, and team lunches
Marketing Assistant Duties:
Maintain and enhance the Firm’s social media presence (using Adobe Creative Suite and/or Canva)
Produce content and design images for all marketing materials (e.g., PowerPoints) in accordance with the Corporate Standards
Create content and serve as part of the editorial team for the monthly internal newsletter
Assist in development of proposals and presentations
Business Development: Contribute to innovative strategies and identification of potential business opportunities
Upload content to the internal and external website www.roedl.us
Monitor and analyze Marketing Metrics
Support with administrative tasks e.g., take care of monthly business card order, roll over of 2024 documentation
Requirements:
Able to work in a fast-paced high-pressure environment
Must work independently within an established administrative framework
Time flexibility, specifically the ability and willingness to work before or after regular hours to meet occasional short-notice report deadlines; regular hours are 8:30 a.m. to 5:30 p.m. Mondays through Fridays.
Excellent communication skills – use proper spelling and grammar, exhibit strong proofreading abilities, write/answer correspondence with ease
Demonstrated high-level client-service orientation with the ability to handle sensitive and confidential information with maximum discretion
Ability to understand challenges facing partners and staff members and be able to manage/reschedule priorities effectively
Great time management and the ability to prioritize and multi-task
Skills/Qualifications:
Proficiency or Advanced knowledge of Microsoft Office tools (Word, Excel, Teams)
Suggested majors (Bachelor’s degree preferred): Marketing, Communications, Advertising, Public Relations, Business Administration
Experience with the Adobe Suite (InDesign, Photoshop, Illustrator), Canva and Wave is preferred
Social Media Experience is preferred (LinkedIn, Facebook, Instagram)
German language skills are preferred but not required
Benefits:
We understand that talented individuals are drawn to companies that offer comprehensive benefits packages. Therefore, we provide a robust Benefits Plan that includes:
401K plan (with 3% salary paid employer contributions)
Medical coverage
Paid Dental coverage
Employee and Dependent life insurance
Disability insurance
Vision insurance
Accidental death & dismemberment insurance
Flexible spending accounts
Paid Day of Service annually
Flexible work arrangements
Generous paid time off – 25 days for all full-time employees!
Paid holidays
Additional paid holiday following 4/15 deadline
Paid parking/public transportation reimbursement
Mobile phone reimbursement
Tuition reimbursement & training
Paid time off on days sitting for CPA Exam
Monetary bonus for passing the US CPA exam
Why Rödl & Partner?
We keep our employees current by supplying cutting-edge technology and access to learning opportunities
We invest in the growth of our team members through regular feedback sessions
We recharge as a team by celebrating deadlines and gathering at organized firm events
We applaud the achievement of both career and personal milestones for individual team members on a firm-wide basis
What makes the culture at Rödl & Partner USA unique?
Unlike firms that may hint at an international work environment, Rödl & Partner USA offers a truly global workplace. Every day, R&P employees are immersed in a diverse intercultural setting where it’s common to hear colleagues or clients speaking different languages, sharing cultural traditions from their home countries, or explaining unique perspectives. Whether a team member is from the US or abroad, this inclusive culture supports the global vision established at our worldwide headquarters in Nuremberg, Germany, and drives the Firm’s success in the international marketplace.
Stay up-to-date on the happenings at Rödl & Partner USA by following us on LinkedIn:
LinkedIn – Rödl & Partner USA
Take the first step in ‘ACHIEVING’ together with Rödl & Partner by visiting our Careers Page:
Careers | Rödl & Partner
Get to Know Rödl & Partner:
Our focus on the accounting, assurance, and tax needs of foreign, family-owned midsized (“Mittelstand”) businesses operating in the U.S. carries forward from our two founding firms. Rödl & Partner (founded in 1977 in Nuremberg, Germany) and Langford de Kock & Co. (founded in 1976 in Atlanta, GA) and their merger in 2001.
As the preferred accounting, auditing, tax and business consulting professional services firm of German- speaking and other international entities, you will benefit from the extensive experience of our U.S. certified public accountants, as well as our bilingual staff of professionals, many of whom also carry international certifications (StB, WP, Dottori Commercialisti, CA).
At Rödl & Partner, our integrated approach to client success revolves around collaboration. We prioritize internal synergy, ensuring seamless integration across departments to guarantee holistic client support. Additionally, our thorough oversight involves equipping managers and seniors with the necessary tools for effective performance and deadline adherence. These principles underscore our commitment to excellence in client service.
PAY RANGE IN CHICAGO METROPOLITAN AREA
Base Pay Range:
$45,000-$65,000/yr
Exact compensation may vary based on skills, experience, and location.
Rödl Management, Inc. is an Equal Opportunity Employer.
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Title: Administrative Coordinator – AP & Vendor Management
Company: EcoShield Pest Solutions
Location: Gilbert, AZ
